Status Management in Business Transactions

You can use the general SAP status management when processing business transactions.
You can document the current processing status of an object (for example, a sales order), using
status management. The current object state can consist of a combination of individual statuses.
Any number of statuses can be set for an object.
Example
The system statuses Open and Do not distribute and the user statuses Quotation created and Do
not print can be active simultaneously in a quotation.
Each status fulfills two functions:

It informs you that a specific status has been set (for example, the quotation was
released).

It specifies which step you can or cannot take next (for example, release is allowed).

If a business transaction is executed, this can set or delete one or several statuses for the relevant
object. The switch between status and transaction can be portrayed as follows:

Statuses are portrayed in the system in two different ways:

As a 30 character text

As a 4 character abbreviation (only in status profile)

Both methods of portrayal are language-dependent.

There are two types of status:

System status: Status set by the system, which informs the user that the system has
executed a specific business transaction on an object. You can only influence this status if
you execute a business transaction that changes the system status.

Example
If you release a quotation, the system automatically sets the system status to Released.
Note
However, there are also some system statuses in CRM that the user can set or reset as he or she
wishes, for example, Do not distribute. These statuses are defined in the
CRMC_STATUS_PROC table.

User status: Status that you set that you can create as additional information to the
existing system status. You define a user status in a status profile that is created in
Customizing for business transactions. You can define and activate as many user statuses
as you wish. A status profile can then be assigned to the following in Customizing for
business transactions:
o Transaction types (for header status)
o Item categories (for item status)

A status profile can be assigned to several transaction types and item categories.
System status and user status influence the business transactions in the same way.
Note
The header status is independent of the item status. One exception is the status Completed. If all
items have the status Completed, the header status is also set to Completed.
Integration
A business transaction is not a static object, but it has its own life cycle, which starts when it is
opened and ends when it is completed. During this time, other business transactions change this
business transaction. It is, for example, forwarded for release or set to completed.
There are five system statuses that represent the life cycle of the business transaction:

Open: Has been recently created and not yet processed (for example, contract from the
Internet)

In process: Administrator is clearing up questions

Released: Contract is complete and legal. Follow-up processes can be started (printing,
billing, distribution, releases and so on)

Completed: All actions directly linked to contract are completed

Closed: Actions indirectly linked to the contract are also completed (for example, from
SAP ERP: batch run to actual costs)

Prerequisites
If you want to display and maintain the user statuses, you need to have maintained a status
profile and assigned it to the relevant transaction types and item categories. To do this, go to
Customizing and choose Customer Relationship Management Transactions Basic Settings
Status Management . You have made the assignments in the activities Define Transaction Types
and Define Item Categories.